Appointment Letter - Meaning, Format, &

Example
OR

Appointment Letter - Everything You Need to

Know
Whether You are a Hiring Manager of a multinational company, recruiter, or HR
personnel, or you are the admin managing all the HR operations in a company, you may
need to write the letter of appointment when you hire a candidate for your
organization.

Do you want to know what it actually is?

An appointment letter is the formal document provided by a company whenever a

candidate gets selected for a particular position. Usually, it is the duty of the HR
department to handle this kind of work. If you are new to this industry and do not know
how to write one, you are at the right place.

Here we will discuss what an Appointment Letter actually is, the steps to writing one,
provide easy-to-use word and PDF templates, and what’s more exciting is that we will
also provide a live editing link for smoother editing of the letters for your employees.
Ultimate Business Systems(UBS) is the number one HRMS software platform that
provides this live editing feature for all the necessary HRMS letters.

Letter of Appointment Meaning

The Appointment Letter is the very first piece of document handed over to the
candidate who has gone through the interview and got selected for the position. This is
basically a confirmation that the candidate has been appointed for the following
position. This is a formal letter issued to the candidate by the organization he has been
selected in.

The letter will have the name of the candidate, company name, designation, and the
date of appointment. If you want to know more about the letter of appointment or
download the letter, click here.

How to Write an Appointment Letter?

Now that we know what this letter actually is, let’s have a look at what goes into it.
Following the below points, you can write a perfect letter for your company.

- Your company’s letterhead is necessary to make the letter look official. With the official
letterhead there goes the candidate’s name, contact information, and date of issuance
on the top of the letter.

- Below the name include the greeting with the official name of the candidate preceded
by the salutation like “Dear XYZ”.

- For the content of the letter, there are two ways to follow: the traditional paragraph
one where the content is written in full sentences in a paragraph, or the modern style
where the main sections are listed in bullet points with smaller paragraphs.

- First comes the introduction paragraph. In this paragraph formally offer the role to the
candidate. Here, by the offer, we mean the official job title of the recipient.

- After the introduction paragraph, briefly describe the roles and responsibilities of the
prospective candidate in the next paragraph.

- Also include the recipient’s starting data that was discussed during the interview, along
with the brief reference to the conversation.

- In the Letter of Appointment, include the offered position’s official working schedule.
Now the working schedule can be of two types i.e., start time to end time or the weekly
working hours. Also, do not forget to mention whether the offered role is full-time or
part-time.

- Include the salary in the letter that was discussed during the job offer and the
negotiation stage. With the gross salary, mention the essential parts of the salary such
as pension plans, insurance plans, gratuity, etc.

- Include all the important terms and conditions that come with the job role(such as
dress code, mobile phone policy, etc.) towards the end of the letter.

- In the end, close the letter by stating that the employee needs to sign the letter.
Mention the deadline for the response or acceptance of the letter in this final section.

Download Appointment Letter Format

You can download the Letter of Appointment in the following formats

Live Edit Download Word Download PDF

Appointment Letter Format

 Letter of Appointment

Date:

Name:

Address:

Dear [_Name of the Candidate_],

Appointed as [_Name of the Designation_]

We refer to your recent interview for the above position and are pleased to inform you
that we are offering you the position in our company effective from [_Date_] under the
following terms and conditions:

- Salary: Here mention the salary offered to the candidate discussed during the
interview and negotiation stage.

- Probationary Period: Mention the probation period that a candidate needs to

serve after joining the company.

- Working Hours: The working hours that need to be followed by the employee,
Monday to Friday Working (Saturday and Sunday Off), Lunch Break: (Duration of
break).

- Leave Policy: Mention the number of leaves granted to the candidate per year.
Details of sick leave(SL), casual leave(CL), paid leave(PL), and any other leaves if
your organization offers.

- Notice Period Clause: If the employee needs to leave the company due to any
reason, he/she needs to serve the notice period in the present company as
mentioned in the letter.

[_Name of the Employee_] [_Name of the Provider of the Letter_]

[_Signature_] [_Signature_]
Appointment Letter Example
 Job Appointment Letter

Date: 09/03/2021

To,

Mr. Nikhil Kumar

BTM Stage2, Stree22

Bangalore, India

Mr. Nikhil Kumar,

This is with reference to your application for the role of “Front-end Developer” and the
subsequent discussions you had with us at your interview held on “22/02/2021” on the
following terms and conditions:

Designation: Front-end Developer

Job Location: Bangalore

You may, however, require to work at any place of the business or as per the later
requirement.

Commencement of Employment: Your commencement will be effective with our

organization from 1st April 2021.

Salary and Compensation: You will receive a salary of Rs. [___] per annum as per the
discussion held during the final interview and negotiation round. Tax and other
statutory deductions will be done at the source. You will receive the variable amount
strictly based on your performance. After the completion of your probation period, you
will be eligible for the leaves, as per the company rules. The leave policy has been
attached with this letter for your reference.

Working Hours: The working day will start from Monday and end on Friday. The working
hours for your job profile will be 9 AM to 5 PM.

We welcome you and congratulate you on your appointment and wish you a long
journey with us. We assure you have a great journey and our full support for your
 professional growth and development.

Nikhil Kumar Ashish Patel

[_Signature_] [_Signature_]

How is an Appointment Letter Important to the Employee?

This letter would provide a kind of documentary assurance to the employees that they
have been selected in the company and would also help them claim their benefits and
rights. The employer would need to mention all the necessary details in the letter as
mentioned above.

Generate Appointment Letter with Just One Click with UBS

Ultimate Business Systems(UBS) is a complete solution for the HRMS software that
helps businesses generate appointment letters and other HR-related letters like offer
letters, appraisal letters, relieving letters, etc. Not only this, but we also provide our
clients with the live editing feature that allows the users to edit the HR letters according
to their requirements.

UBS is a one-stop solution for HRMS software India including payroll management, HR
letter generation, employee onboarding, and more. Get in touch to book a live demo of
our software.

Meta Description - An Appointment Letter is a formal document that is issued by the

organization whenever a candidate gets selected for any job role. Checkout the format
and samples.

Format Variations
Sample 1
Internship Appointment Letter
Date:

To,

Name of the Intern

Address

Dear [Name of the Intern]

This letter is in reference to your application for the internship and subsequent
discussions we had during the interview held on [date of the interview], on the
following terms and conditions:

1. Position - Mention the Position on which the intern is hired (full-time/part-time).

2. Job Location - Specify the location of the company.
3. Stipend - You will get a monthly stipend of Rs. [Amount] as mentioned in the
attached sheet.
4. Internship Duration - Your internship will be of 3 months starting from [start date]
and will end at [ending date].
5. Commencement of the Internship - Your internship with our organization will be
effective from [ start date].
6. Working Hours - You will have to work from [Mention the days] and your working
hours will be [start and end time]. We are a [number of days] days working company.
You have to serve your duties with proper dedication and passion for the growth of
the company.

We heartily congratulate you on your appointment as an intern in our company and

assure you our full support towards your professional growth and development.

Sincerely,

Company Name

Sample 2

[Candidate Name]
[Candidate Address]
[Candidate Phone No.]

[Date]

[Your Name]
[Your Address]
[Your Phone Number]

Dear [Candidate Name],

Thank you for taking the time to meet with our hiring team for an interview. After
careful analysis, we'd like to formally offer you the position of [Job Title].

As [Job Title], you will oversee a team of [number of members in the team]. You can
expect to manage the [mention the duties]. Your role shall begin on [start date], and
we expect you to report to the office [mention the working days] from [working
hours].

The salary for this position is [Salary]. You will receive [specify extra benefits that the
candidate is eligible for].

If you agree to these terms, please assess and sign the attached Employee Contract
form. Please bring photo identification on your first day of work. We are excited to
collaborate with you.

Sincerely,
Your Name
Designation
Company Name

Format 3

Date__________
Name of the employee: _________________
Complete Address : _________________
City, Pincode
Country.

Subject: Appointment Letter for the Post of (Mention Job Title)

Dear (Use First name),

This is in response to your job application and the interviews we conducted with you.
We are glad to offer you the position of (Job Title) in our organization, effective as of
(mention date of joining on or before) on the following terms and conditions:
● You will be on probation / training for [length] from the beginning of your
service, which may be extended at the company's discretion. If your
services are determined to be satisfactory at the end of your
probation/training period. The organization will confirm your appointment in
writing. During probation, either employer will be required to give a notice
period of [number of days] or pay a salary in lieu of notice.
● After confirmation of employment, either the employee or the company will
be given a notice period of [number of days] or a salary in lieu of notice.
The employer reserves the right to keep you on probation/training or as a
confirmed employee until an alternative person is hired.
● Your job is with Company Name__________ location______, however the
company reserves the right to move you to any other department or
location as needed by requirement at any moment.
● You will be bound by the Company's rules and regulations, as they are in
effect at the time and as they are revised from time to time.
● Without prior approval from the company, you may not engage in any other
employment, directly or indirectly, with or without remuneration, throughout
the term of your employment.
● On a review of the organization's functioning, finances, and prospects, the
firm may from time to time add, change, or repeal any remuneration,
benefit, or facility that may have been granted to you, and you agree to be
bound by the organization's actions on this behalf.
● You must not provide any information about the company or its clients to
anyone who comes to your attention.
 ● An employee must return all business assets in his or her possession,
such as laptops, after tendering his or her resignation from the company.
● You may be asked to present yourself for a medical examination at any
time during your employment with the company, and any decision made by
management based on the results of the report by the company's
approved medical practitioner will be obligatory on you.
● You must sign and return a duplicate of this letter to us to acknowledge
your approval of the above-mentioned appointment terms.

I extend a hearty welcome to you and wish you every success in your future
endeavors.
Yours faithfully.
For (Mention the Company Name)
Signature
Designation

Acceptance
I have read and understand the terms of service of this appointment and affirm that I
accept them.
(Signature and Date)
Name of the employee